This guide covers the mechanical steps to create a user inside NetDocuments — the part you do in the Admin area. It only takes a minute.
If you’re onboarding a new hire from scratch, creating the NetDocuments user is just one piece of the puzzle. There are IT steps too — licensing, email and SSO setup, and provisioning — that need to be completed for the account to work end-to-end. For the complete process, see The Definitive Guide to Adding a New User to NetDocuments. This post focuses on the in-app creation itself.
Before you start — two things to know:
- You need admin access to add users. Either Full repository admin, or the Membership Only level, which exists specifically to let someone add users and groups without granting full admin rights.
- An internal user uses a licensed seat. If your firm is out of available seats, you’ll need to raise your user count first. See How to Increase the Number of NetDocuments Users — and note that adding seats increases your bill.
Step 1: Hi First Name –> Admin
Step 2: Click on Users & Groups
Step 3: Click ADD USER
Step 4: Type in the person’s email address
Step 5: Fill out the person’s information
| Option | Description |
| First, Middle, and Last | User’s Name |
| Email Address | User’s email address |
| Username | This will default to the email address, and I would leave it at that. This can be changed later. |
| Phone Number | |
| Organization | |
| User Type | If the person works for your firm, they are an Internal User. If this is someone who only needs access to one or two client files, they are an External User. |
Step 6: Fill out User Type and other options
| Option | Description |
| Repository Admin Type | Full: Access to all admin features
Membership Only: Can add new users and new groups, but no access to any other admin features |
| Non-Interactive Service Account | Never turn this on |
| Send Welcome Email | This is usually checked. It sends the user an email to create their account. |
That’s the in-app process for creating a user in NetDocuments. Remember, for a new hire this is one step in a larger onboarding flow — check the definitive guide if you need the licensing and IT side covered too.
If your firm needs help with user onboarding, licensing, or planning a NetDocuments implementation, schedule a consultation or get in touch with our team.